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Administrative Services Managers
SOC Code: 11-3011.00

Plan, direct, or coordinate one or more administrative services of an organization, such as records and information management, mail distribution, facilities planning and maintenance, custodial operations, and other office support services.

Sample of reported job titles: Administrative Coordinator, Administrative Director, Administrative Manager, Administrative Officer, Administrative Specialist, Administrator, Business Administrator, Business Manager, Facilities Manager, Office Manager

Tasks

  • Monitor the facility to ensure that it remains safe, secure, and well-maintained.
  • Prepare and review operational reports and schedules to ensure accuracy and efficiency.
  • Set goals and deadlines for the department.
  • Acquire, distribute and store supplies.
  • Analyze internal processes and recommend and implement procedural or policy changes to improve operations, such as supply changes or the disposal of records.
  • Conduct classes to teach procedures to staff.
  • Plan, administer, and control budgets for contracts, equipment, and supplies.
  • Hire and terminate clerical and administrative personnel.
  • Direct or coordinate the supportive services department of a business, agency, or organization.
  • Oversee construction and renovation projects to improve efficiency and to ensure that facilities meet environmental, health, and security standards, and comply with government regulations.
  • Oversee the maintenance and repair of machinery, equipment, and electrical and mechanical systems.
  • Manage leasing of facility space.
  • Participate in architectural and engineering planning and design, including space and installation management.

Technology Skills

  • Accounting software - Fund accounting software ; Intuit QuickBooks ; Sage 50 Accounting
  • Analytical or scientific software - IBM SPSS Statistics ; Minitab ; SAS
  • Computer aided design CAD software - Autodesk AutoCAD
  • Content workflow software - Atlassian JIRA
  • Customer relationship management CRM software - Blackbaud The Raiser's Edge
  • Data base management system software - Teradata Database
  • Data base reporting software - SAP BusinessObjects Crystal Reports
  • Data base user interface and query software - Data entry software ; FileMaker Pro; Microsoft Access ; Yardi (see all 5 examples)
  • Desktop publishing software - Adobe Systems Adobe PageMaker; Microsoft Publisher
  • Document management software - Adobe Systems Adobe Acrobat
  • Electronic mail software - Email software; IBM Notes ; Microsoft Outlook ; Novell GroupWise
  • Enterprise resource planning ERP software - Microsoft Dynamics GP ; Oracle Hyperion ; Sage MAS 200 ERP; SAP (see all 7 examples)
  • Enterprise system management software - IBM Power Systems software
  • Financial analysis software - Delphi Technology
  • Graphics or photo imaging software - Microsoft Visio
  • Human resources software - ADP Enterprise HRMS; ADP Workforce Now ; Human resource management software HRMS
  • Industrial control software - Supervisory control and data acquisition SCADA software
  • Information retrieval or search software - LexisNexis
  • Internet browser software - Microsoft Internet Explorer; Web browser software
  • Medical software - Medical procedure coding software ; PracticeWorks Systems Kodak WINOMS CS
  • Object or component oriented development software - R
  • Office suite software - Microsoft Office
  • Operating system software - Microsoft Windows XP
  • Presentation software - Microsoft PowerPoint
  • Project management software - Microsoft Project ; Microsoft SharePoint
  • Spreadsheet software - Microsoft Excel
  • Web page creation and editing software - LinkedIn
  • Word processing software - Microsoft Word

Tools Used

  • Desktop calculator - 10-key calculators
  • Desktop computers
  • Laser fax machine - Laser facsimile machines
  • Mobile phones
  • Notebook computers - Laptop computers
  • Personal computers
  • Personal digital assistant PDAs or organizers - Personal digital assistants PDA
  • Photocopiers - Photocopying equipment
  • Scanners
  • Special purpose telephones - Multi-line telephone systems
  • Tablet computers

Knowledge

  • Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
  • English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
  • Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
  • Personnel and Human Resources - Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
  • Mathematics - Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.
  • Public Safety and Security - Knowledge of relevant equipment, policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions.

Skills

  • Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
  • Time Management - Managing one's own time and the time of others.
  • Speaking - Talking to others to convey information effectively.
  • Coordination - Adjusting actions in relation to others' actions.
  • Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
  • Writing - Communicating effectively in writing as appropriate for the needs of the audience.
  • Negotiation - Bringing others together and trying to reconcile differences.
  • Management of Personnel Resources - Motivating, developing, and directing people as they work, identifying the best people for the job.
  • Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
  • Complex Problem Solving - Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
  • Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.
  • Service Orientation - Actively looking for ways to help people.
  • Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.
  • Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making.
  • Systems Analysis - Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
  • Instructing - Teaching others how to do something.
  • Learning Strategies - Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
  • Persuasion - Persuading others to change their minds or behavior.

Abilities

  • Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.
  • Oral Expression - The ability to communicate information and ideas in speaking so others will understand.
  • Written Comprehension - The ability to read and understand information and ideas presented in writing.
  • Written Expression - The ability to communicate information and ideas in writing so others will understand.
  • Deductive Reasoning - The ability to apply general rules to specific problems to produce answers that make sense.
  • Near Vision - The ability to see details at close range (within a few feet of the observer).
  • Speech Clarity - The ability to speak clearly so others can understand you.
  • Speech Recognition - The ability to identify and understand the speech of another person.
  • Inductive Reasoning - The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
  • Problem Sensitivity - The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
  • Category Flexibility - The ability to generate or use different sets of rules for combining or grouping things in different ways.
  • Fluency of Ideas - The ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity).
  • Information Ordering - The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
  • Selective Attention - The ability to concentrate on a task over a period of time without being distracted.
  • Time Sharing - The ability to shift back and forth between two or more activities or sources of information (such as speech, sounds, touch, or other sources).
  • Originality - The ability to come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem.

Interests

  • Interest code: EC
    • Enterprising - Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.
    • Conventional - Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.

Work Context

  • Electronic Mail - 96% responded “Every day.”
  • Face-to-Face Discussions - 90% responded “Every day.”
  • Telephone - 80% responded “Every day.”
  • Work With Work Group or Team - 60% responded “Extremely important.”
  • Contact With Others - 55% responded “Constant contact with others.”
  • Indoors, Environmentally Controlled - 74% responded “Every day.”
  • Importance of Being Exact or Accurate - 43% responded “Very important.”
  • Deal With External Customers - 49% responded “Extremely important.”
  • Freedom to Make Decisions - 54% responded “A lot of freedom.”
  • Responsibility for Outcomes and Results - 45% responded “Very high responsibility.”
  • Responsible for Others' Health and Safety - 43% responded “Very high responsibility.”
  • Structured versus Unstructured Work - 43% responded “A lot of freedom.”
  • Coordinate or Lead Others - 39% responded “Extremely important.”
  • Frequency of Decision Making - 42% responded “Every day.”
  • Impact of Decisions on Co-workers or Company Results - 39% responded “Very important results.”
  • Time Pressure - 55% responded “Once a week or more but not every day.”
  • Spend Time Sitting - 44% responded “More than half the time.”
  • Letters and Memos - 34% responded “Once a month or more but not every week.”
  • Duration of Typical Work Week - 44% responded “40 hours.”
  • Importance of Repeating Same Tasks - 35% responded “Extremely important.”
  • Frequency of Conflict Situations - 38% responded “Once a month or more but not every week.”
  • Deal With Unpleasant or Angry People - 34% responded “Once a month or more but not every week.”

Education

Percentage of RespondentsEducation Level Required
34%High school diploma or equivalent
24%Bachelor's degree
13%Post-secondary certificate

Work Styles

  • Integrity - Job requires being honest and ethical.
  • Dependability - Job requires being reliable, responsible, and dependable, and fulfilling obligations.
  • Self Control - Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
  • Stress Tolerance - Job requires accepting criticism and dealing calmly and effectively with high stress situations.
  • Attention to Detail - Job requires being careful about detail and thorough in completing work tasks.
  • Cooperation - Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
  • Initiative - Job requires a willingness to take on responsibilities and challenges.
  • Adaptability/Flexibility - Job requires being open to change (positive or negative) and to considerable variety in the workplace.
  • Independence - Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
  • Analytical Thinking - Job requires analyzing information and using logic to address work-related issues and problems.
  • Concern for Others - Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
  • Persistence - Job requires persistence in the face of obstacles.
  • Achievement/Effort - Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
  • Leadership - Job requires a willingness to lead, take charge, and offer opinions and direction.
  • Innovation - Job requires creativity and alternative thinking to develop new ideas for and answers to work-related problems.
  • Social Orientation - Job requires preferring to work with others rather than alone, and being personally connected with others on the job.

Work Values

  • Relationships - Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co-workers, Moral Values and Social Service.
  • Independence - Occupations that satisfy this work value allow employees to work on their own and make decisions. Corresponding needs are Creativity, Responsibility and Autonomy.
  • Recognition - Occupations that satisfy this work value offer advancement, potential for leadership, and are often considered prestigious. Corresponding needs are Advancement, Authority, Recognition and Social Status.

Wages & Trends

  • Median wages (2017)
    • $45.20 hourly, $94,020 annual
  • Employment (2016)
    • 282,000 employees
  • Projected growth (2016-2026)
    • Faster than average (10% to 14%)
  • Projected job openings (2016-2026)
    • 26,200

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